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Regular Council Meeting February 10, 2020 Page 4 for a contract amount of $1,499,501.00 and not to exceed 1.6 million dollars. Ms. Easton also said they processed a change order to allowing them to bore, which saved quite a bit of time. Ms. Easton explained the other changes due to unforeseen circumstances and said there was a final reconciliation change order in the amount of $57,955.54 that was required to close out the project. She also said the total contract was $1,597,986.14, which was less than the $1,600,000,00 not to exceed amount approved by Council. Ms. Easton said RBIS met all of their obligations under the contract. Mayor Clifford said he noticed that the previous city manager administratively approved a change order in the amount of $40,529.60 however, the guidelines say that anything over $20,000 must be approved by the City Council. He inquired as to why that was done administratively. Ms. Easton said typically they had a $50,000 allowance in the contract for a line items. Mayor Clifford inquired why it did not come in front of the Council. Mr. Anderson said it was a violation of the policy as written but the former city manager signed off on it. Mr. Anderson said the not to exceed language in the contract might have created confusion. Mr. Anderson also said he discussed this matter with the city engineer in that staff must follow policy. Mayor Clifford said policies were in place for a reason and he wanted to see that policies were followed. Mr. Anderson said he emphasized that to Ms. Easton, and that he did not think it would come up again. Council Member Knox said this was referenced as part of the 2013 bond fund however, the funds were in the 2016 bond fund. Mr. Anderson explained bonds were issued in two different sections, 2013 & 2016. Council Member Portugal asked if final inspections had been done. Ms. Easton answered in the affirmative and said the City would hold onto $5,000 to make sure the grass took hold in the spring. Council Member Portugal also asked if the drainage improvement had been tested by heavy rains. Ms. Easton said it had and she believed everything was as it should be. Council Member Pilgrim said he looked at it in middle of January after three or four inches of rain, and he thought it looked good. A Motion to authorize the change order, authorize final payment, close out the Johnson Woods Sewer & Drainage Improvements contract, and accept improvements was made by Council Member Pilgrim and seconded by Council Member Knox. Motion carried, 5 ayes — 0 nays. 12. Discuss and act on appointment of Tony Clark to the Traffic Commission. City Clerk Janice Ellis said Kim McCann had recently resigned from the Traffic Commission and that Tony Clark expressed an interest in serving on the commission. She recommended Mr. Clark's appointment to the Traffic Commission. A Motion to appoint Tony Clark to serve on Traffic Commission was made by Mayor Clifford and seconded by Council Member Portugal. Motion carried, 5 ayes — 0 nays. 13. Convene into Executive Session pursuant to Section 551.074 of the Texas Government Code, to deliberate the appointment, employment, evaluation, reassignment, duties, discipline, or dismissal of a public officer or employee as follows: Selection of candidate for the position of city manager.